Executive Management Administrative Assistant

Description

Job Summary: A professional responsible for performing secretarial and administrative support activities within executive management, contributing to organizational operations. Key Highlights: 1. Essential administrative support to executive management and other departments 2. Management of calendars, documents, contracts, and travel 3. Assistance in document preparation and event organization Job Title Executive Management Administrative Assistant Work Location Recife Job Description The professional will be responsible for performing secretarial duties within their assigned executive management unit, providing administrative support and contributing to the operational effectiveness of the executive management unit and other DOP management units located in Recife. Academic Qualifications Bachelor's degree completed in Executive Secretariat or Business Administration. 1st Priority Skills Advanced Office 365 (Proficiency in Excel and PowerPoint) Document and contract management Calendar, meeting, travel, payment, and filing control. 2nd Priority Skills Electricity Sector Corporate Systems SharePoint Power BI 3rd Priority Skills English \- Intermediate Level (desirable) Job Responsibilities 1\. Support executive manager’s and departmental calendar administration by scheduling, organizing, and tracking meetings and appointments; 2\. Serve internal and/or external clients by initiating contacts and routing inquiries to the appropriate subject-matter owners; 3\. Perform document control, including registration, filing, dispatching to respective owners, and tracking document workflows; 4\. Facilitate contract location and timely contractual payments by maintaining records, updating files, organizing archives, controlling acceptance certificates, and receiving/organizing documents for audits; 5\. Support the department and other DOP management units in Recife with administrative travel-related tasks, including quotation requests, booking air tickets/hotels, arranging travel advances, and processing expense reports; 6\. Ensure supply of materials used by the department and other DOP management units in Recife by requesting purchase orders and material requisitions, as well as managing inventory (receipts and disbursements); 7\. Contribute to achieving the department’s budget targets through expense monitoring and control, and support the manager in preparing budget submissions for upcoming cycles; 8\. Assist in preparing internal and external documents via typing, layout design, formatting, and organization, as well as receiving and archiving correspondence via corporate systems; 9\. Support the planning and execution of departmental events by coordinating infrastructure, logistics, invitations, and required event materials. 10\. Record training activities completed by DOP employees and managers for reporting purposes related to Quality Management System training indicators. 11\. Monitor project execution, supporting documentation and organization. Behavioral Competencies Collaboration Results Orientation Inspires Trust Interpersonal Relationships Proactivity Adaptability Effective Communication Innovation Organizational Understanding Complexity Management Action Orientation Process Optimization Resilience